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Administrative Assistant V (F/T), CFRN10206ADJSP

Company: College of Dupage
Location: Glen Ellyn
Posted on: January 28, 2023

Job Description:


Administrative Assistant V (F/T), CFRN10206ADJSP

Administrative Assistant V (F/T), CFRN10206ADJSP
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities:
Provides support to the Dean, Adjunct Faculty Support for variety of complex administrative work requiring deep knowledge of college policies, procedures and operations. Provides assistance to part-time faculty and staff as needed.

  • Provide administrative support to the Dean including scheduling meetings, maintaining outlook calendar, and the adjunct faculty evaluation schedule, preparing documents, coordinating travel, and submitting reimbursements.
  • Assist the Dean with annual budget development.
  • Monitor purchases within the appropriate systems to ensure that expenditures are within budget. Initiate and track department purchases. Route invoices for payment to vendors.
  • As needed, provide administrative assistance to other departmental staff, and faculty, and serve as an information resource for the Academic Divisions.
  • Manage database information, student course evaluation, and adjunct faculty availability forms; and post department operating procedures information in shared folders.
  • Coordinate the scheduling, invites, and set up of departmental events, meetings, conferences, seminars, and orientation programs, such as In-Service and Teacher Appreciation Week. This includes using the Astra room scheduling system, processing confirmation and invites as well as Sodexo requisitions.
  • Coordinate registration for New Hire Orientation for part-time faculty and dual credit instructors, track attendance, and process payments that apply.
  • Request and distribute Scantron forms for use by faculty; monitor maintenance schedule and request service needed for Scantron machines as needed.
  • Utilize problem-solving skills to address adjunct faculty concerns, provide information or escalate issue as appropriate.
  • Troubleshoot in all areas of the department.
  • Assist in creating new administrative procedures and/or streamlining current procedures.
  • Provide assistance and run reports for administrators when special statistics are needed.
  • Gather information and compile reports of varying degrees of difficulty. Compile materials for special projects including office records.
  • Oversee development and regular integration of commencement activities and leading outstanding graduate committee.
  • Monitor student worker budgets; assist with annual budget development for student workers.
  • Manage, supervise, and evaluate student employees.
  • Process payroll for student employees and classified employees in the division.
  • Participate in program and committee meetings as well as represent the department on College-wide committees.
  • Interface with other Academic Divisions' administrative support staff to ensure consistent practices.
  • Partner with the Division's Support Specialists to provide seamless support to the Division.
  • Initiate letters, memos, and other various correspondence regarding all responsibilities stated above.
  • Maintain confidentiality, where appropriate, of administrative unit activities.
  • Other related duties as assigned.

    Qualifications:

  • Education
    • Associates degree or equivalent combination of education and experience required.
      • Experience
        • Two (2) years administrative assistant experience in a community college or university or a related office setting required.
        • Excellent written and oral communication skills and proficiency in a variety of computer software tools such as Microsoft Windows, Excel, Outlook, and the Internet required.
        • Close attention to details and ability to work under pressure to meet deadlines required.
        • Ability to multi-task with frequent interruptions and excellent organization skills required.
        • Ability to work independently with little or no supervision on multiple projects which may involve simultaneous deadlines required.
        • Thorough knowledge of educational institutions and their operation preferred.

        • Ability to perform Microsoft Office suite of computer applications with strong skills in word-processing, spreadsheets and data-base management; the ability to do emails, schedule appointments, originate purchase requisitions, etc. in an electronic format.
        • Walk-in service center with daily variety in requests for service and assistance; must be able to concentrate, multi-task, perform work functions effectively and efficiently including extra busy times during the year.
        • This position requires a background check and drug screen.

          Pay Grade:
          Classified 10 Hourly - Hiring Range: 20.00 - 21.50

          Competitive starting salaries are dependent on education and experience. College of DuPage also offers a generous benefits plan.

          College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees.

          College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.


          To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/1003?c=cod







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Keywords: College of Dupage, Chicago , Administrative Assistant V (F/T), CFRN10206ADJSP, Administration, Clerical , Glen Ellyn, Illinois

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